TOOL: Police Record Check

POSTED: March 2012

[Insert your organization’s name here]

POLICE RECORD CHECK

POLICY STATEMENT

To help ensure the safety and security of children in the Agency's care, and to conform with Provincial requirements aimed at improving the screening process for individuals working with children, the ______has determined that a Police Record check will be a condition of association with the Agency and the results will be confidential thereafter.

GUIDELINES

This policy shall apply to all Agency staff, all family day care providers and other adults in the household over the age of 18, casual employees, drivers, volunteers and students on placement. Prospective employees, providers, students, drivers and volunteers will be advised as early as possible that this check is necessary. Application forms will identify the requirement.

If a prospective employee, or any associate as listed above, refuses to authorize the police record check, the agency will not proceed with the application. Written authorization to undertake the check, along with proof of date of birth, is required. The signed consent form will be forwarded to the Police Department which will confirm either a negative record or indicate that further action is required.

If the police record check provides other than a negative response, the applicant will be asked to go for finger printing to verify identity, and to subsequently share the written criminal record with ______staff. Otherwise the application will be rejected. The criminal record is the property of the applicant and should be returned immediately after review.

The check will be done only on those individuals who are to be offered employment or association with the Agency. The results should normally be known and any risk assessment made before the individual commences work on behalf of ______. Under certain circumstances however, due to the length of time required to obtain a criminal reference check, the agency may consider offering conditional employment or association. If the results of the check return positive and the agency considers it appropriate, employment or association will be terminated immediately.

a)  Each non-employee case, where a positive record is obtained, will be evaluated by a committee of the Program's Manager(s) and the Executive Director to determine the risk associated with the individual.

b)  In the case of a potential employee with a positive record, the final decision to hire will rest with a 3-member committee, consisting of the Executive Director, one member of the Board of Directors and its President, who will chair the committee, and have the deciding vote if there is a split decision. From time to time, the agency may up-date the Police Record Check.

Andrew Fleck Child Care Services agreed to share this document as a resource for the CCHRSC’s HR Toolkit. Resources are provided for reference only. Always consult current legislation in your jurisdiction to create policies and procedures that meet the needs of your organization.

CHILD CARE HUMAN RESOURCES SECTOR COUNCIL WWW.CCSC-CSSGE.CA 2